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ARCHIVED - Guidelines for Ministers' Offices (2004-07) - Archived

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Table of Contents

Part 1 Conflict of Interest

1.1 Conflict of Interest

1.1.1 Ministers' Exempt staff

1.1.2 Ministerial Appointees

1.1.3 Departmental Employees

Part 2 Security

2.1 Requirements

2.2 Personal security

Part 3 Human Resource Management

3.1 Employment Equity

3.2.1 Exempt staff in a Minister's office and a Minister's of State office

3.2.2 Status of exempt staff after a change in Cabinet

3.2.3 Contracting for professional or temporary help services

3.2.4 Other staffing issues

3.3.1 Salary rates

3.3.2 Salary increases

3.3.3 Acting pay

3.4 Employee benefits

3.4.1 Compulsory plans

3.4.2 Automatic plans (Government paid) for Chief of Staff, Senior Policy Advisor, Director of Communications, and Director of Parliamentary Affairs to Ministers and Chief of Staff to Ministers of State

3.4.3 Optional plans (member-paid)

3.5.1 Vacation leave

3.5.2 Cashing out of vacation leave

3.5.3 Statutory leave

3.5.4 Election leave

3.5.5 Other leave

3.6 Departmental staff assigned to Ministers' and Ministers' of State offices

3.7 Termination

3.7.1 Severance pay and transferring-in previous service

3.7.2 Separation pay

3.7.3 Amount payable

3.7.4 Reimbursement

3.7.5 Exempt staff entitlements when a Minister or a Minister of State ceases to be a Minister or a Minister of State

3.7.6 Ministers' exempt staff priority entitlements

3.7.7 Employment assistance: outplacement services

Part 4 Financial Management

4.1 Source of funds

4.2 Transferring funds

4.3 Accountability

4.4 Accounting for expenditures charged to Ministers' and Ministers' of State Budgets

4.4.1 Ministers' and Ministers' of State Salary and Car Allowance

4.4.2 Exempt staff salary budget

4.4.3 Operating budget

4.4.4 Other costs related to exempt staff personnel

4.4.5 Departmental staff salary budget

4.5 Financial Authorities

4.5.1 Spending Authority

4.6 Internal audit

Part 5 Office Accommodation and Supplies

5.1 Office Accommodation

5.1.1 Introduction

5.1.2 Departmental Headquarters Offices

5.1.3 Ministers' Regional Offices (MROs)

5.2 Office Furniture and Furnishings

5.2.1 Departmental Headquarters Offices

5.2.2 Ministers' Regional Offices

5.3 Office Equipment and Supplies

5.4 Stationery and printed media

5.4.1 Federal Identity Program

5.4.2 Stationery

5.4.3 News Releases and Kit Folders

6.1 Introduction

6.1.1 Travel expenses

6.1.2 Reimbursement for travel expenses

6.1.3 Travel expenses – Ministerial staff

6.2 Executive vehicles for use by a Minister or Minister of State

6.2.1 Official use

6.2.2 Personal use

6.2.3 Selecting an executive vehicle

6.2.4 Maintaining executive vehicles

6.4 Rail travel

6.5 International travel (government business)

6.6 International travel (private)

6.7 Ministers' and Ministers' of State spouses

6.8 Transportation allowance for staff overtime

Part 7 Contracting

7.1 Introduction

7.1.1 Treasury Board Contracting Policy

7.2 Employer‑employee relationships

7.3 Fee guidelines

7.4 Former government officials

7.5 Temporary help services

Part 8 Services and Hospitality

8.3 Hospitality and gifts

8.3.1 Hospitality – Ministers and Ministers of State

8.3.2 Hospitality – Ministers' and Ministers' of State staff

8.3.3 Gifts received

8.3.4 Gifts given

8.4 Memberships

8.5 Conferences

8.6 Legal services

8.6.1 Indemnification and legal assistance

Part 9 Official Languages

9.1 Official Languages

9.3 Service to the Public

9.4 Language of Work

9.5 Equitable participation

9.6 Support mechanisms

Part 10 Information Management

10.1 Information management

10.1.1 New information technologies

10.1.2 Leaving office

10.2 Access to Information and Privacy Acts

10.2.1 Background

10.2.2 Monitoring disclosure

10.2.3 Cabinet confidences

Appendix A – Exempt staff position structure

Appendix B – Current provisions –salaries for exempt staff

Appendix C – Budgets and staff complements for Ministers and Ministers of State

Appendix D – Department of National Defence guidelines for the use of government administrative aircraft

Appendix E – Information On The Ministers' Staff Priority – The Public Service Commission Of Canada

Appendix F – Conflict of interest and post-employment code for Public Office Holders – Designations of Ministerial Staff and Appointees

Appendix G – Letter from Minister of Finance to cabinet ministers, December 1963

Appendix H – Letter From The Secretary Of The Treasury Board With Respect To Access To Information Requests Of Ministerial Expense Claims